Audiology School Screen Admin Clerk

Job overview

The post will be based in the Audiology Department itself and as such, will be patient facing.

The post holder will be responsible for facilitating the school screening programme, which includes, but not limited to, logging referrals, booking appointments and liaising directly with patients to help with their queries.

The role will also include responsibility for the day to day administrative support to the Audiology Service and will involve a range of administrative and clerical duties. Including, but not limited to cashing up clinics, managing the email inboxes, distribution of post, scanning, ordering of goods, letter folding and uploading information onto our Patient Access System (Meditech.)

Main duties of the job

Administrative and Clerical duties  Facilitating the school screen programme Cashing up clinics Managing email boxes Distribution of post Making appointments and sending out appointment letters.

Detailed job description and main responsibilities

ADDITIONAL REQUIREMENTS AND RESPONSIBILITIES: -

COMMUNICATION SKILLS:

• Deal effectively and efficiently with any enquiries (telephone or face to face) from clinical and non-clinical staff within the Trust in a professional manner.
• Deal with routine enquiries from parents/carers/general public (telephone or face to face) in a professional, polite and confidential manner, referring to appropriate person/department regarding any enquiries outside of the post holder’s remit.
• Liaise with clinicians in a timely and professional manner in relation to patient queries.
• Attend and contribute to departmental meetings, team briefs etc.

ANALYSIS AND JUDGEMENT SKILLS:

• To use own initiative within the remit of the post.
• Ensure accurate and appropriate action is taken with regards to all clinical correspondence.

PLANNING & ORGANISATIONAL SKILLS:

• Plan, organise and prioritise own tasks, ensuring work is completed within locally agreed timescales.
• Ensure all incoming and outgoing correspondence is dealt with in a timely manner, including appropriate action to deal with all new referrals within locally agreed timescale and posting, sorting and distribution of clinical correspondence.
• Maintain departmental filing system (electronically) to ensure easy retrieval of all documentation.

PHYSICAL SKILLS & DEXTERITY

• The post holder will be required to have frequent periods of sitting and standing.
• The post holder will be required to have frequent use of a VDU screen for data entry.
• The post holder may be required to handle and move heavy objects, e.g. case notes, stationery boxes etc.
• The post holder will require good keyboard skills.

PATIENT CARE:

• Deal with all enquiries from patients/parents/carers in a confidential and sensitive nature.
• Liaise with internal/external agencies as and when required to ensure the best possible patient experience, for example booking transport, interpreters, etc.

POLICY & SERVICE DEVELOPMENT:

• To comply with all Trust and local departmental policies and procedures.
• To be responsible for the general housekeeping of own work area, as well as departmental common areas, reporting any faulty or broken equipment and adhering to the Trust Risk Management Strategy.
• Undergo all statutory/mandatory training as and when required.
• To take reasonable care for the health and safety of oneself, as well as others.
• Adhere to Trust risk management policies to ensure a safe working environment.
• The post holder is required to comply with the Trust policies on infection prevention and control, bringing any deficiencies to the attention of the Line Manager.

RESPONSIBILITY FOR FINANCIAL & OTHER RESOURCES:

• To raise orders for equipment and consumables and maintain adequate supplies within the department using the Trust procurement system.

HUMAN RESOURCES & TRAINING:

• Undergo continuous professional development as identified in personal development plan/review, in conjunction with the Knowledge & Skills Framework (KSF) outline for this post.

IT OR OTHER INFORMATION SYSTEMS/RECORD KEEPING:

• To use Microsoft Word/Excel/ PowerPoint etc. to produce reports and other information to a high standard.
• To undertake photocopying and filing of paper and electronic filing. Producing related resources for service users and distributing as appropriate
• Ensure all information on the Patient Administration System is updated and accurate, in line with the Trust Data Quality Policy and liaise with colleagues as required, ensuring any necessary changes are actioned.
• Ensure any other patient identifiable information (other than that stored on the Patient Administration System) is stored and used in line with the Trust’s Information Governance Policy.

RESEARCH & AUDIT:

• To assist with any administrative audit requirements in line with the duties of the post.